Housing Coordinator

Housing Coordinator
A. Job Responsibilities
The Housing Coordinator will be responsible for providing administrative and clerical support to the Travel and Events Coordinator. This position handles all housing related administrative tasks, maintains up-to-date records, and provides general support to the Gregrory Construction team. The ideal candidate is organized, detail-oriented, and has excellent interpersonal skills.
B. Job Functions
Summary of Essential Duties and Responsibilities
a. Excellent organizational skills
b. Professional in all aspects of his/her behavior.
a. Good Communication skills, both oral and written.
b. Ability to multitask and work in a fast-paced environment.
c. Must be self-motivated and work without direct supervision.
d. Ability to organize and prioritize workload to meet deadlines.
C. Essential Duties and Responsibilities include the following. Other duties may be assigned.
1. Maintain housing spreadsheet including updating all crew changes at all project sites. Documenting all changes, notes on employee actions, rental house info (utilities, payments etc.). Ensure that property and lease files are properly maintained and kept up to date in accordance with company's policy. Prepare and maintain tenant files/records/ correspondence and file notes.
2. Work with local area hotels or rentals to know vacancies and communicate employee changes as needed.
3. Interact with employees, Project Managers, Project Admins on changes and communicate with appropriate departments.
4. Communicate with property management companies as needed
5. Track and maintain hotel rates and rental home costs
6. Coordinate with the project admins on monthly house rental checks
7. Coordinate, communicate and find vendors for rental home services - cleaning, lawn maintenance, etc. and track the services.
8. Assist with research at new proposed job site areas for different housing types offered, including hotels, home rentals, property management companies options.
9. Assist with other tasks as needed
D. Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
1. Lives out and promotes the Company's core values of Safety, Integrity, Communication, Excellence, and Determination
2. Customer Service - Manages difficult or emotional situations; Responds promptly to employee needs; Meets commitments.
3. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
4. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Able to operate with a sense of urgency when necessary and juggle multiple projects with competing deadlines.
5. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions.
6. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
7. Communication - Excellent communication skills, including listening, asking clarifying questions when needed, writing, and a superior attention to detail.
E. Education and Experience
1. High school diploma or equivalent required.
2. Minimum of 2 years of prior general office experience in a secretarial or administrative capacity preferred.
3. Expert level in using MS Office Suite (Outlook, Word, Excel, PowerPoint, Teams...).
4. Proficiency in written and spoken English. Spanish is a plus
5. Demonstrated strong communication skills in oral and written communications.
6. Demonstrates interpersonal sound judgment and decision-making skills in directing administrative tasks, using discretion when necessary, understanding the potential impact on the department.
7. Ability to work under high-pressure situations and maintain confidentiality
8. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion - often with deadline pressures